Overview
Executive Administrative Assistant Jobs in Waltham, MA at FM Global
Title: Executive Administrative Assistant
Company: FM Global
Location: Waltham, MA
FM Global is a leading property insurer of the world’s largest businesses, providing more than one-third of FORTUNE 1000-size companies with engineering-based risk management and property insurance solutions. FM Global helps clients maintain continuity in their business operations by drawing upon state-of-the-art loss-prevention engineering and research; risk management skills and support services; tailored risk transfer capabilities; and superior financial strength. To do so, we rely on a dynamic, culturally diverse group of employees, working in more than 100 countries, in a variety of challenging roles.
Summary:We are seeking a highly organized, strategic, and experienced professional to join us as Executive Administrative Assistant, Investments. The Investments team is responsible for the investment management of multiple asset pools, more than $25B, and the Executive Assistant will focus on all executive administrative functions on behalf of the EVP/Chief Investment Officer (CIO).
This is a high energy role that requires exceptional professional judgment, genuine collaboration, exceptional written and interpersonal communication, and the ability to skillfully prioritize deliverables under minimum supervision. This position involves interactions and coordination with the senior-most offices of the firm, requiring superior professionalism and stewardship and frequent handling of restricted communications.
The Executive Assistant will also frequently interact with members of the Investments team to ensure smooth operations and will partner closely with a Senior Administrative Assistant supporting the Investments department.
Schedule & Location:This is a non-exempt, hourly full-time office position with a primary location in Waltham, MA and a secondary location in the Boston office on certain days as needed. The schedule is based on business needs and primarily follows a schedule of Monday through Friday 37.5 hours per week 8:00 AM – 4:00 PM.
This employee will also remotely support the NYC office as needed based on business needs, with optional travel (up to 10%) to our NYC office.
Complex calendar management, employing a high degree of professional judgment with respect to prioritization, location, travel time, preparation, materials, and logistics.
Liaise with executive, senior officers of the firm, maintaining utmost discretion and responsiveness.
Manage all EVP/CIO travel arrangements and rebooking’s.
Capture and act on expense reports when received with required approvals.
Arrange and coordinate in-person and remote meetings for CIO with other senior executives, external investment management partners, internal investments staff and other internal stakeholders.
Manage meeting preparation and follow up.
Develop and maintain schedule of external manager meetings; plan ahead to anticipate and confirm any preparation materials that may be needed in advance.
Reserve meeting location(s), confirm and follow up on technology needs, arrange ground transportation, catering, and security notifications as needed.
Coordinate with investment staff to ensure materials are prepared and submitted in a timely manner and are delivered in the desired format.
Take, organize, and/or file detailed meeting minutes as needed.
Compose professional communications on behalf of the CIO as needed.
Provide leadership to other administrative staff.
Establish and maintain effective working relationships at all levels of the …
